Formal Responsibilities & Requirements

Formal responsibilities are the specific duties, rules, and requirements necessary to operate your club.

Due Diligence and Officers’ Responsibility

As club officers, you are responsible for making decisions that benefit the club and its members, as well as overseeing members’ actions at events and meetings. You must follow LUSU’s governing documents, LUSU’s Code of Ethics (attached to the governing documents), and Lakehead University’s Student Code of Conduct. Officers will be held responsible for everything they do in the name of their club, so it’s important to practise due diligence, or a standard of care over your club and its activities.

By becoming an officer, you accept the club’s debts and obligations. Avoid agreements you cannot fulfil, financial or otherwise. If you are becoming an officer of an existing club, you will inherit those obligations, so make sure you take care of any outstanding agreements as soon as possible.

Club Application: Required Information

Club applications require in-depth information about your club. It’s helpful to consider these prior to the application process.

Club Name

Choose a name that clearly represents your club. Avoid names that might confuse others into thinking you’re an official LUSU or university department, or that go against university rules or LUSU governing documents.

Club Acronym

Create an acronym for your club that allows easy reference without using the full name, like Lakehead University Tennis Club becoming LUTC. 

Club Officers

Your club must have at least three officers. Club officers must be current LUSU members and cannot hold any other paid position within LUSU. Three traditional roles officers play are that of president, treasurer, and secretary. If you choose to use the model constitution, these roles will be predefined for you and you have to do nothing further.

President: The president is your club’s chief executive and primary decision maker. They set the direction of the club and are ultimately responsible for running its operations.

Treasurer: The treasurer is your club’s financial officer, who is in charge of the money flowing in and out of your club. They are also typically in charge of helping your club’s budget, its events and raising money to fund your activities.

Secretary: The secretary is your club’s record keeper. Because a club is an official (albeit relatively informal) organisation, it needs to keep records of its activities. The secretary is in charge of chronicling all of what your club does, as well as keeping minutes at official club meetings.

Primary Contact Information

This is the name and email address of a contact person, typically the club president, to ensure potential and current members can contact someone within your club’s leadership.

Model Constitution

Before you begin your club application, you will need to create a Club Constitution (a template can be found here). This document serves as your club’s rule book, outlining its activities, membership criteria, leadership structure, and procedures for selecting new officers. It ensures fairness for all club members, as well as continuity within your club (e.g., it can exist long after the founders leave). 

You have the option to modify this constitution to account for amendments such as adding officers, expanding your club’s purpose, or making other necessary adjustments. Any edits must comply with LUSU’s Constitution & By-Law and cannot override them.

Club Purpose

Your club’s purpose statement outlines its broad objectives and activities. Avoid overly specific details such as specific events or weekly activities.

Membership Exclusivity

Most clubs generally welcome all interested students to join and participate in activities. However, LUSU by-laws allow for membership restrictions in three distinct categories: political, religious, and academic discipline. 

Please note that the LUSU by-laws do not allow for political clubs (such as a club affiliated with an official political party) to qualify for club funding.

Membership Dues 

You may choose to require a fee for club membership, especially if your club hosts frequent events that require financial support. Approval is needed from LUSU before ratification to charge dues. Ensure the fee is justified, reasonable and demonstrate your need to charge dues.

Club Logo

Creating a logo that represents your club’s identity and helps build recognition on campus. Your logo can be used across social media, posters, and event materials to strengthen your club’s presence.

Important guidelines and rules: